Monday to Friday 08:00 till 16:30
Key Responsibilities:
* Schedule and coordinate all subcontractor PPM visits across the BNP portfolio.
* Liaise with subcontractors to confirm attendance, issue RAMS, and ensure timely delivery of service reports.
* Monitor completion rates and escalate delays or issues to the relevant Contract Manager.
* Support the quotation process by liaising with Contract Managers and suppliers.
* Issue approved quotes to clients and raise purchase orders to contractors or suppliers.
* Track progress of extra works and ensure timely completion and documentation.
* Act as the first point of contact for the client for all administrative queries and updates.
* Provide timely updates on scheduled works, ETAs, and completion reports.
* Maintain a professional and responsive communication standard at all times.
* Upload all service reports, RAMS, and completion documentation to the client’s compliance system.
* Ensure all documentation is accurate, complete, and submitted within required timeframes.
* Support internal audits and compliance checks as required.
* Work closely with Contract Managers and the Facilities Manager to ensure operational targets are met.
* Provide administrative support to the wider operations team as needed.
* Contribute to continuous improvement of administrative processes and client service delivery.
* Proven experience in a similar administrative or coordination role, ideally within FM or building services.
* Strong organisational and time management skills.
* Excellent communication skills, both written and verbal.
* Proficient in Microsoft Office and confident using client compliance portals.
* Ability to manage multiple priorities and work to tight deadlines.
* A proactive, solution-focused approach with strong attention to detail.
* Experience working with subcontractors and managing PPM schedules.
* Familiarity with CAFM systems and document control processes.
* Knowledge of health & safety documentation (RAMS, service reports, etc)